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ITEM: AUTHORIZATION TO UTILIZE MULTIPLE CONTRACTS FOR THE PURCHASE OF INFORMATION TECHNOLOGY SYSTEMS EQUIPMENT
REQUEST: Authorization to utilize: 1) U.S. Communities contract #440000664; 2) National Joint Powers Alliance (NJPA) contract #100614-CDW; 3) National Intergovernmental Purchasing Alliance (NIPA) contract #130733; and 4) State of Florida, Department of Management Services (DMS) contract #43211500-WSCA-15-ACS, for the purchase of Information Technology systems equipment, as necessary, during FY 2017, in the amount not to exceed $121,000 (annual budgeted amount).
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EXPLANATION: The Information Technology (IT) Department is seeking authorization to utilize multiple contracts (U.S. Communities, NJPA, National IPA and State of Florida, DMS) for the purchase of IT systems equipment, including PC’s, laptops, tablets and monitors, as budgeted, throughout the fiscal year. Depending on the need, some of the individual purchases of IT equipment, during the fiscal year, will exceed $25,000, and therefore Council approval is required. Staff is seeking authorization to utilize these contracts, for such purchases, in the amount not to exceed $121,000 (annual budgeted amount).
1. U.S. Communities contract #440000664 was awarded to Insight Public Sector, Inc., by the County of Fairfax, Virginia, for three (3) years effective through April 30, 2019 with four (4) one-year renewal options, if exercised.
2. NJPA contract #100614-CDW was awarded to CDW-G effective through November 18, 2018. The contract provides a percentage discount up to 11% off CDW-G’s advertised catalog pricing.
3. National IPA contract #130733 was awarded to CDW-G by the City of Tucson, AZ as the lead public agency, effective through August 15, 2017 with a one (1) year renewal option, if exercised, through August 17, 2018.
4. State of Florida contract #43211500-WSCA-15-ACS is an Alternate Contract Source with the State of Minnesota, which was competitively solicited and awarded to multiple vendors and recently extended for thirty-six (36) months, through March 31, 2020.
In an attempt to ensure the best pricing at the time of purchase, the IT Department will request a quote or initiate negotiations with awarded vendors from the contracts listed above. Due to continual changes in pricing to IT systems equipment, these contracts are designed to ensure a specific base discount and still allow better pricing through negotiations. After obtaining quotes for each individual purchase, from each of the awarded vendors, the IT department will initiate negotiations to ensure the best possible price.
Staff recommends utilizing the U.S. Communities, NJPA, National IPA and the State of Florida DMS contracts as a basis for pricing, for the purchase and delivery of IT equipment. Equipment includes PC’s, laptops, tablets and monitors used by Village employees, in the amount not to exceed $121,000.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY2017 General Fund and Water and Wastewater Services Fund. The IT systems equipment purchases as described above shall not exceed $121,000 during FY 2017.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize: 1) U.S. Communities contract #440000664; 2) National Joint Powers Alliance (NJPA) contract #100614-CDW; 3) National Intergovernmental Purchasing Alliance (NIPA) contract #130733; and 4) State of Florida, Department of Management Services (DMS) contract #43211500-WSCA-15-ACS, for the purchase of IT systems equipment, as necessary, during FY 2017, in the amount not to exceed $121,000 (annual budgeted amount).